Professional Unit Annual Reports
Guidance for 2013
A Section Annual Report should be prepared each calendar year (January to December). It should refer to the activities identified in the Action Plan and report on the progress of these activities and record those activities that have been completed.
The Section’s Annual Report records and informs the Standing Committee and members of the Section what has been achieved during the year. It is useful to the Division Chair as background for discussions concerning IFLA’s strategic planning, and also feeds into the production of IFLA’s Annual Report.
Contents of the Annual Report
All activities planned by the Section should be included in the Action Plan so the Annual Report should refer to these to report progress and results.
In parallel, the Section’s web pages should be updated during the year with reports of progress on activities, and results of completed activities, and the Annual Report might link to, or re-use content from these pages. Any projects funded by the Professional Committee will be asked to report at the end of the year and details from these reports should also be used.
As with the Action Plan, care should be taken that it is easily understood by people who are unfamiliar with the activities of the Section in question. To achieve this:
- Avoid the use of initials and acronyms, unless they are also spelt out;
- Give a clear explanation of the status of ongoing activities, report clearly the result of completed activities, and refer to the Action Plan for future plans;
- Link to reports or papers from events, and create separate web pages giving full details of ongoing projects.
Indicate in the Annual Report any resignations or new appointments to the Standing Committee or Corresponding Members, and any change of SIG convener, Information Coordinator or Officer, that have occurred during the year. Also record the name of any persons that report to the Section from external bodies.
The Annual Report should not include details of attendance of Standing Committee members at meetings. However, the Chair of the Section should keep track of this and ensure that Standing Committee members contribute actively to the work of the Section.
Procedure for producing the Annual Report
The Officers should seek input for the annual report from the members of the Standing Committee responsible for the actions identified in the Action Plan. This might include the Information Coordinator, project coordinators, congress session or Satellite Meeting organizers, SIG conveners, etc.
In an election year, the outgoing Chair should write a report of the activities up to August for inclusion at the end of year in the Annual Report.
Any Special Interest Groups sponsored by the Section should also submit their Annual Report for discussion by the Standing Committee and inclusion in the Section’s Annual Report.
The Annual Report should be discussed and then approved by the Standing Committee before it is posted online on the Section’s web pages.
The Division Chair should be alerted when a new Annual Report is available, so that they are aware of the ongoing and completed activities in the Sections in their Division. The Division Chair will compile a Division-level annual report for the April meeting of the Professional Committee.
Style of the Annual Report
Annual Reports should be made available online as a web page on the Section’s web site.
They might include photos (correctly credited) and links to other pages or reports.
In addition, you might produce a pdf version which is more easily printed, to attach to the web site. A pdf version should therefore adhere to the style guidelines (logo and type face).
It should clearly include at the top the name of the Section and the year to which it refers.
Any action linked to a Key Initiative should have its own web page which details the progress and outcomes. This page will be linked to the Key Initiatives page for wider promotion to potential partners. Please alert the Professional Support Officer and your Division Chair when a new page is ready.
Última actualización: 5 Junio 2013